Smart Scan

As an artist, you work with many kinds of documents: sale records, consignment agreements, exhibition checklists, and the like. Each contains useful data you want to track. Smart scan lets you quickly import the data in those documents into your vault.

This feature complements importing, which uses structured data like a spreadsheet or an export from another app to bring information into Valise. Smart scan is used for small subsets of data, like a handful of sales or a list of exhibitions on your CV, and is meant to make the day-to-day upkeep of your vault easier.

Smart scan will never modify existing records, only add them.

Lastly, smart scan uses third-party tools to extract the data; to learn more, read the how it works section.

Scanning

Artworks

Smart scanning of artwork information is planned but not yet supported. To bulk import artworks from a spreadsheet or data in another tool, read our importing guide.

Consignments

Smart scanning consignment information is planned but not yet supported. To bulk import consignments from a spreadsheet or data in another tool, read our importing guide.

Presentations

You can quickly import lists of exhibitions and art-fair booths from a PDF by using the Import button on the presentation index page. Valise will parse the title, venue, city, and dates of the exhibition for you and add them to your presentations list.

We suggest using your CV to quickly add all the important presentations of your work.

Sales

When recording a new sale, you have the option to scan a sale document such as a PDF to pre-fill the line items, prices, buyer, and seller.

If any artworks in the document can’t be found in your vault, or are already sold, Valise will show a warning for those artworks but will pre-fill the rest of the sale record.

How it works

When you upload a document, we’ll use various techniques to extract the text from the document, and then use a large language model (LLM) to convert that text into structured data.

We use a third-party provider (currently Anthropic Claude) to structure the data. Anthropic never uses your data to train any AI models and immediately deletes your data after processing.